UNIVERSITY OF VIRGINIA
FINANCIAL AND ADMINISTRATIVE PROCEDURES MANUAL
TITLE: SEEKING REIMBURSEMENT FOR PROCEDURE: 10-33
EQUIPMENT TRUST FUND (ETF) ITEMS
Policy Reference: X.C.1
Purpose
To describe the process of seeking reimbursement from Virginia
College Building Authority (VCBA) for ETF items which have been
purchased and paid for by the University.
Responsibility Action
Dean 1. Informs Equipment Trust Coordinator
of need for reimbursement for ETF
items previously received and paid
for by the University.
2. Forwards to the Equipment Trust
Coordinator:
A copy of the purchase order,
A copy of the vendor's invoice with
the voucher reference number and the
date paid noted on the copy,
A copy of the COMBO form (if not on
the CAPPS system),
If already tagged, the asset tag
number, and
Assigned ETF priority number.
Equipment Trust Coord. 3. Receives copies of payment documents
from dean.
4. Reviews documents and verifies that
item appears on the authorization
list and meets ETF guidelines.
Responsibility Action
Equipment Trust Coord. 5. Coordinates with Property Accounting
to verify asset numbers and funding
sources.
6. If approved, assigns and enters a
reference number to the payment
documents.
7. Prepares IDT to reimburse department
for equipment expenditures.
8. Completes a Requisition and
Certification form.
9. Forwards payment documents to SCHEV
for reimbursement.
ISSUED BY: 05/16/88
Department of Financial
Analysis 10.33.2